Help:TimeModule

From OrangeHRM

Contents 1 Time Module (This is work in progress) 1.1 Time Tracking Using Timesheets 1.1.1 Configure OrangeHRM for Time Tracking 1.1.1.1 Define Timesheets Period 1.1.1.2 Add Customers, Projects, and Activities 1.2 Print Timesheets 1.3 Employee Timesheets 1.3.1 Administrator access to Employee Timesheets 1.3.2 Supervisor access to Employee Timesheets 1.3.3 Approve/Reject and Edit Other Employee Timesheets 1.4 Employee Reports 1.5 Project Reports 1.6 Personal timesheets 1.6.1 Edit Timesheets 1.6.1.1 Add Time Events 1.6.1.2 Edit Time Events 1.6.1.3 Delete Time Events 1.6.2 Submit Timesheets 1.7 Attendance Tracking Using Punch In/Out 1.7.1 Attendance Configuration 1.7.2 Punch In/Out Time 1.7.3 Attendance Reports 1.7.3.1 HR Admin Views Employee Attendance Reports 1.7.3.2 Employee Views Own Attendance Reports 1.8 Project Time 1.9 Define Work Shifts

Time Module (This is work in progress)

The module automates time tracking related processes. The functionality of the module allows the employees of the company to create and submit weekly timesheets and the supervisors to modify, approve and reject the timesheets, submitted by their subordinates. The module has the functionality for the tracking employee attendance, as the employees can enter there punch in and punch out times. Through the time module employees can specify the time events related to the particular projects, they are working on and administrators of the projects can manage the projects easily through the functionality offered by the project reports menu items. The time module allows better tracking of the employee occupancy and the tasks that employees are working on. The effective management and task assignment strategies can be implemented based on the information, received from the employee timesheets.

The HR Admin can:

• Define Timesheets period
• Print timesheets
• View / Edit / Approve / Reject employee timesheets
• View any employee’s time reports
• View project reports for any project undertaken by the company
• Define a Work Shift for an individual / group of employees

The ESS User – Supervisor can:

• Enter, modify and submit personal timesheets
• View / Edit / Approve / Reject timesheets of his subordinates
• Enter punch in/out time
• Enter time events that employee has spent on the project activities
• View his subordinates’ employee time reports

The ESS User – Project Administrator

• Enter, modify and submit personal timesheets
• Enter punch in/out time
• Enter time events that employee has spent on the project activities
• View project reports for the projects, the employee is administrating

The ESS User can:

• Enter, modify and submit personal timesheets
• Enter punch in/out time
• Enter the time events for the activities of the projects he/she is working on

Time Tracking Using Timesheets

Time tracking allows users to enter the time they spent on work activities and submit a timesheet to be approved by a supervisor. Before using this feature it is required to configure OrangeHRM for Time Tracking.

Configure OrangeHRM for Time Tracking

Define Timesheets Period

The Administrator (HR Admin) of OrangeHRM MUST define the work week period for the timesheets before the time module can be used.

The Administrator can define the start of the working week by selecting it from the drop down list as shown below.

The week is being assumed as 7 days and all the timesheets will have the set First day of Week as their start day. This will not affect the previously submitted timesheets.

Add Customers, Projects, and Activities

Employees can work on activities in different projects of different customers. A customer can have many projects, and a project can have many activities. For work done that is not directly related to a customer, you can create a customer with your organization's name.

Before employees can submit time spent on activities, HR admin needs to create the Customers, Projects, and Activities in the system.

To add a customer select menu: ADMIN -> PROJECT INFO -> CUSTOMERS

You will see a list of customers, if you have customers already added. Click Add to add a new customer.

Print Timesheets

The Administrator of the system has the possibility to preview and print timesheets for the particular period. This can be done by selecting Print Timesheets item from the Timesheets submenu. The screen shown in the Figure 8.2 will be displayed.

The Administrator can filter the timesheets by:

• Employee name - By clicking on Browse (“…”) button the list of all employees of the system is displayed. The Search can be performed on the list by Employee ID or Employee Name.
• Division - By clicking on Browse (“…”) button the list the Company Structure will be displayed. The user can select the necessary Department, Division, Team, etc. from the Company Structure graph.
• Supervisor - The Administrator can filter the timesheets of the subordinates of the particular supervisor, whom he selects from the list.
• Employment Status – the status can be selected from the list of statuses available in the system. See section for more information
• From Date – Must be selected in order to be able to print timesheets
• To Date – Must be selected in order to be able to print timesheets

Once the filter information has been entered, press View button to preview timesheets. The screen show in the Figure 8.3 will be displayed. This would be the Print Preview of the set of timesheets that satisfy the filtering criteria.

To modify the filter criteria, click on the Back button. To print the timesheets, click on Print button.

Employee Timesheets

The HR Administrators and the ESS Users – Supervisors, who have the subordinates assigned, can view the timesheets of the other employees. Click the Employee Timesheets sub menu of the Timesheets left side menu item.

Administrator access to Employee Timesheets

If the HR administrator views the Employee timesheets, the screen, shown in the Figure 8.4 will be displayed.

Administrator can view the submitted timesheet information for any employee information. The employee selection can be performed by clicking Browse (…) button. The employees who have been entered into the system information will be shown as in Figure 8.5. It is possible to search for Employee within the Employee list by Employee ID or Employee Name.

Administrator shall select the Employee from the list by clicking on the Employee ID link and press the View button (refer the Figure 8.4) The information on the weekly timesheets for the employee will be displayed as shown in Figure 8.6. To browse through the timesheets, use the arrow buttons on top of the screen

The HR Administrator can view the details of the timesheet by clicking Details button. The screen shown, in the Figure 8.7 will be displayed.

The detailed timesheet view will show non editable information on the time events and the notes, related to the events. By clicking on Edit button, HR Administrator can edit the time event information (see section 8.3.3. for more information). By clicking Back button, HR Administrator will return to the Summary view of the employee’s timesheet.

The HR administrator can edit or submit the non submitted employee timesheets. If the employee timesheet has been submitted, it can be approved or rejected by the administrator. Please refer to 8.3.3 section for further information.

Supervisor access to Employee Timesheets

If the Supervisor can access the timesheets submitted by his/her subordinates. If the Supervisor select Employee Timesheets from the left side menu, the screen, shown in the Figure 8.8 will be displayed. Supervisor can select the employee and from the Employee Name list, which will be populated with the employee names that have been entered into the system and have been assigned the current user as their Supervisor. Click the View button and the submitted / approved / rejected timesheets of the particular employee will be displayed. Please, refer Figure 8.7 for more information. To increase the effectiveness of browsing through the timesheets, the subordinates’ timesheets that are pending approval are displayed in the separate list. Supervisor can easily select the particular timesheet from the list by clicking the View button for the timesheet. The Supervisor can edit or submit the non submitted timesheets of the subordinates. If the timesheet has been submitted, it can be approved or rejected by the Supervisor. Please refer to 8.3.3 section for further information.

Approve/Reject and Edit Other Employee Timesheets

The HR Administrator or the Supervisor can approve/reject and edit the submitted timesheets of the other employees or their subordinates respectively. The edition of the other employees’ timesheets can be performed in the same manner as for the personal timesheets. Please, refer to the section 8.6.1 for more information.

NOTE: Once the timesheet is submitted, the duration field will be made read only.

Once the necessary changes (if any) have been made, the Supervisor or HR Admin can Approve or Reject the timesheet of the Employee. The submitted timesheets that is pending approval is shown in the Figure 8.9

To Approve / Reject the timesheet, press the appropriate button, as shown in the figure below.

NOTE: If the timesheet is Approved, the further edition and modification is impossible.

Employee Reports

The HR Administrators and the Supervisors can view Employee activity reports. To access the functionality, please select Employee Reports menu item from the left side menu. The screen displayed in the Figure 8.10 will be displayed.

When generating reports it is possible to specify:

• Employee Name – The field is compulsory to specify

 - The HR Administrator of the system can select any employee of the company to view the activity report
  - The Supervisor can select only his subordinates

• Project – The names of the customers and projects are listed in the drop down list for the filtering of the reports. It is also possible to view the reports for all projects.
• Activity – Once the Project is selected, there is an option to select the specific project activity. It is also possible to view the reports for all the project activities.
• From Date – The field is compulsory to specify
• To Date – The field is compulsory to specify.

The total amount of hours is being calculated and displayed at the bottom of the report. To come back to the filter setting screen press Back button.

Once the filter information is set, press View button to view the reports. The information displayed in the report is shown in the Figure 8.11

Project Reports

The HR Administrators and the Project Administrators can view Project activity reports. To access the functionality, please select Project Reports menu item from the left side menu. The screen displayed in the Figure 8.12 will be displayed.

When generating reports it is possible to specify:

• Project – The names of the customers and projects are listed in the drop down list for the filtering of the reports.

 - The HR Administrator can select any project undertaken by the company
 - The Project Administrator can select only the projects that have been assigned to him / her

• From Date – The field is compulsory to specify
• To Date – The field is compulsory to specify.

Once the filter information is set, press View button to view the reports. The information displayed in the report is shown in the Figure 8.13

The report shows the total time for each of the activity of the project and the total time of the project in hours. The filter information is displayed on top of the report. If the View link by the activity is pressed, the system shows the break down of time by each person on a particular task. The example is shown in the Figure 8.14.

The details of the filer information and of the activity are show on top of the report. Press the Back button if you want to come back to the general project report.

Personal timesheets

If the user is logged into the system with the ESS (Employee Self Service) account, he/she can create the timesheets. Click on the Time tab at the top of the web page and select Timesheets left side menu items. If the ESS user has subordinates assigned, he will have the opportunity to manage his own and his subordinates’ timesheets. Therefore select Personal Timesheets in this case.

Edit Timesheets

The user can edit the weekly timesheets. The form for the timesheet editing is displayed in the Figure 8.15.

With the help of arrow buttons on top of the screen user must select the week, for which the timesheet needs to be edited. Once the week is selected, press Edit button and make the necessary modifications to the timesheets.

Add Time Events

Employee the Edit button is pressed; employee can add new time events to his timesheet. The screen shown in the Figure 8.16 will be displayed

Employee must specify the project he has been working on. The project name in the list together with the customer name is being displayed in the drop down Project list. Once the Project will be selected, the project activity drop down list will be populated with the activities, created by HR Administrator or Project Administrator for this particular project (see section 4.9.2 for more information). Employee shall insert the start time for the event. The Insert Time button will insert the current time into the field automatically and will simplify addition of the time event for the customer.

NOTE: The start time and date of the time event specified in the timesheet must be within the week of the timesheet. Otherwise, the time information will not be counted in.

The End time of the event AND/OR Duration shall be specified by the employee. If one of the fields is specified, the other is calculated automatically.

Reported date will be populated by the system automatically with the current date. Employee can specify the description of the time event and click Update. This will update the time sheet with the information of the time event.

Press the Reset button to reset the information entered for the particular time event.

Once the timesheet is updated the information about the event is being entered into the weekly timesheet and the Successfully Updated notification is being displayed.

NOTE: The time events can be entered into the timesheets by registering Project Time (see section 8.8 for more information). The punch in/out times are also being recorded as time events for the project – Internal, activity – Work Time (see section 8.7 for more information).

Edit Time Events

To edit the information about time events, user must select the appropriate Timesheet and press the Edit button. The screen shown in the Figure 8.17 allows editing time event information. Once the necessary modifications of the time event are performed, click Update button.

Delete Time Events

To delete the time event, click the check box for the time event and click Delete button. Please, refer Figure 8.17. Deletion of multiple time events can be performed simultaneously.

Submit Timesheets

Once the ESS user has entered his/her timesheet information, he can submit it for the approval of the Supervisor.

NOTE: The non-submitted and submitted timesheets can be edited by the employee, his/her supervisor and HR admin of the system before the approval. Submitted and approved timesheets can not be edited.

To submit the timesheet, click on the Submit button for the particular timesheet. Please, refer Figure 8.18

Attendance Tracking Using Punch In/Out

The OrangeHRM Punch In (Clock In) and Punch Out (Clock Out) feature allows users to specify time they spend at work. The data entered here are shown in employee attendance reports.

Attendance Configuration

The Admin can configure the behavior of this feature by selecting Attendance Configuration from the menu as shown below.

This loads the Attendance Configuration page shown below.

Punch In/Out Time

To access the Employee Punch In/Out time, user must be logged in through the Employee Self Service and should select Punch In/Out menu item under the Time module.

The following screen will be displayed.

The current date and time are being displayed as default values. The user can specify a note for reference purposes before punching in.

Note (as shown in the above image) by default the employee is not allowed to change the default values. If admin has specified the setting Employee can change displayed current time when he punches in/out using Attendance Configuration, the employee will be able to edit time as shown below.

Here, the user can specify a different time and date before punching in.

Once the user has punched in, he is provided the option to punch out. And vice versa, once the user punches out, he is provided with the option to punch in. The last punch in/out date and time are being displayed on the bottom of the screen.

This screen can be reached at anytime by following the menus TIME -> ATTENDANCE -> PUNCH IN/OUT.

Attendance Reports

HR Admin Views Employee Attendance Reports

Employee Views Own Attendance Reports

Employee can view own attendance reports from screen reached by menus TIME -> ATTENDACE -> MY REPORTS

Selecting MY REPORTS takes the employee to the following screen.

Using the calendar controls, it is possible to specify the time period for the report by selecting To Date and From Date. Clicking "Generate", displays the following report.

Project Time

This section provides user the opportunity to register time events easily. User has to be logged into the system though Employee Self Service. To access the functionality, select the Project Time menu item in the left side menu of Time module. The screen, shown in the Figure 8.20 will be displayed. To submit the time event, user shall select:

• Project – The list of Projects, registered in the system will be displayed in the drop down list (See section 4.9.2 for more information)
• Activity – Once the particular project is selected, the activities, that were defined for this project will be displayed (See section 4.9.3. for more information)
• Start, end time – System provides an option to register start and end time of the activities.

  The user shall has the option enter:
  - Start time only – The event will be saved as incomplete, and the user will be offered to complete the event once he will enter the Project Time section. See Figure 8.21 for more information 
  - Start time and End time – The Duration of the event will be calculated automatically. 
  - Start time and Duration – The End time of the event will be calculated automatically

• Date reported for – is automatically set to the current system date. User can modify the date reported. Once submitted, the time event will be included into the timesheet of the date, set as Date reported for.
• Duration – Will be calculated automatically, if user has specified Start and End time of the event. If user specifies the Duration – there is no need to specify the End time, as it will be calculated automatically.

Once all the information is entered, user should Submit the event. The event details will be saved and added to the appropriate time sheet of the employee. If user has specified only the Start time of the event and has submitted the information, the system will save the event as incomplete. The screen shown in the Figure 8.21 will be displayed. The user will have the opportunity to complete the event, once the duration or the end time of the event is known.

Define Work Shifts

The work shifts for individual or the group employees can be defined only by the HR Administrator. This can be done by selecting the “Work Shift” on the left side menu of the Time module. The following screen will be displayed as shown in figure 8.22 To add the new work shift, select the Add button. The system will require specifying the following:

• Shift name
• Hours per day

After saving the timesheet, the work shift, the system will allow to assign employees, who work according to this work shift. The screen for assigning employees is shown in the Figure 8.23 The HR Admin can Add and Remove the employees from the Assigned Employees list by using the appropriate buttons. After the employees have been assigned, the HR Admin should save the work shift information by using Save button.

If the employees will not be assigned the work shift, the default value of 8 hours working day will be set to them.